With minimum direction of the Administrator I and considerable latitude for independent judgment, provides specialized administrative services and support to the Department of Urology Vice Chairs. This position requires a strong working knowledge of administrative processes, which includes advanced computer skills including Microsoft Office, electronic mail, scheduling, internet and intranet, along with excellent secretarial skills. Completes work accurately, in a timely manner and with great attention to detail.This position requires sound professional judgment, respectful and professional communication, and the ability to build positive working relationships by regularly interacting with faculty, residents, students and staff. Promotes cooperation within the Department and leads by example.
Provides Administrative Support to the Department of Urology Vice Chairs housing and/or recommending among competing demands on time, referring matters to be handled by others and controlling access to Chair. Must reconcile conflicts between onsite meetings and out-of-town obligations for the Vice Chairs and triage multiple requests for information to appropriate Vice Chairs, faculty, administrators and staff.
Support faculty academic needs including Conflict of Interest reporting, Time & Labor study, peer reviews, new faculty onboarding, & annual faculty reviews
Represents the Vice Chairs in contact with Departmental, Medical Center and University representatives relaying and anticipating the Chair’s instructions, preferences, and concerns. Act as their advisor for monthly meetings and assisting in the coordination of activities and special events.
Represent the Department of Urology in the coordination, communication, scheduling, and execution of department-wide educational meetings including Grand Rounds, Tumor Board, Bladder Cancer Symposium and on-going scientific presentations. This includes the coordination of all logistical obligations relating to external and internal speakers, including but not limited to, travel arraignments, honoraria, CME, technology set up, and day of support.
Develop and publish meeting agendas and proactively prepare and compile background information needed; arranges follow-up meetings, correspondence and activities
Create interview schedules and coordinate site visits of faculty recruitment and communicate to Vice Chairs
Act in the interest of all Department of Urology Faculty with support from the Department of Urology administrative team to partner on credentialing, CV maintenance, and the required on-going support of these vital academic and clinical functions to ensure timely and accurate representation of data
Define, manage, and maintain staff onboarding and exit checklist including the following actions: ADTools, Department email listing, online directory, office locations, phones (active/deactivate), swipe access, etc.
Under general direction as to policies and regulations, manages the clerical records and other support services for the Urology Faculty members.
Performs other related duties
Education: 2 years of post-high school education in secretarial studies or the equivalent required.
At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation (preferred).
Advanced secretarial skills. The ability to operate commonly used office machines, such as voice recording equipment, adding and calculating machines, office copiers.
OR a combination of formal training and experience equivalent to the above required.
The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.
How To Apply
All applicants must apply online.
EOE Minorities/Females/Protected Veterans/Disabled
Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 009 Urology M&D